Keep structured lists in Records
Create a table for anything a project tracks in rows and columns, import an existing list, and see the history of every row.
The written steps below are complete. The Video script tab shows exactly what the video will cover.
Notes are for prose. Records are for lists: things with the same columns on every row, such as vendors, a content calendar or the logins you are waiting for. A table lives in the project and the team shares it.
By the end you can
- Create a table with the right kinds of column
- Add rows by hand or from a CSV file
- Filter, export and see a row's history
- Restore a deleted row or table
Screens used
- Project, Ops hub, Records
Steps
- 1
Open Records
On: Project, RecordsOpen the project, then open the Ops hub and choose Records.
You should see: Your tables, or "No tables yet" with Create first table.
- 2
Create a table
On: Project, RecordsPress New table. Type a Name, for example "Vendor list", and a short description, then press Create. You can rename it at any time.
You should see: An empty table opens.
- 3
Add a column
On: Records tablePress Add column and pick what kind of data it holds: Text, Number, Date, Dropdown (one choice from a fixed list), Checkbox (yes or no), Person (a workspace member) or Link (a web address). Type the Column name. For a dropdown, type the choices one per line.
You should see: The table has the new column heading.
- 4
Add rows
On: Records tablePress Add row, then click a cell to fill it in.
You should see: Your list, one item per row.
- 5
Bring in a list you already have
On: Records tablePress Import CSV. Pick a .csv file or paste its contents; the first row must hold the column headings. Check which columns to import and what type each one is, then finish the import. One import takes up to 10,000 rows.
You should see: "Import complete", and the rows are in the table.
- 6
Filter and export
On: Records tableType in the filter box above the table to show only matching rows. Export CSV downloads the rows you are looking at, to open in a spreadsheet.
You should see: A CSV file in your downloads.
- 7
See what changed on a row
On: Records tableOpen the menu on a row and choose View history. It lists every change to that row, newest first. Delete row moves the row to the trash.
You should see: A window titled "Row history".
- 8
Recover something deleted
On: Project, RecordsDeleted rows and tables stay in the trash for 30 days. Open Trash on the Records page to restore them.
You should see: The row or table is back.
Tips
- A table holds up to 100 columns and 50,000 rows.
- Do not store passwords or card numbers in a table.
- A table can back a small app built in Web Design. See Give a published app a database and logins with Cloud.
Troubleshooting
- "Couldn't parse the CSV. Check that the first row is the header."
- Open the file in a spreadsheet, make sure row 1 holds the column names, and save it as CSV again.
- A cell will not save.
- The value does not fit the column's type. A Number column takes digits only, a Link needs a full address starting with https://, and a Dropdown takes one of its choices.
One row per shot, in the same order as the guide. Estimated length 3:11, recorded signed in as Owner. Use made-up data only. How to record
Say: Keep structured lists in Records. Create a table for anything a project tracks in rows and columns, import an existing list, and see the history of every row.
Hold until you see: Lesson title on screen for three seconds.
Say: Open the project, then open the Ops hub and choose Records.
Hold until you see: Your tables, or "No tables yet" with Create first table.
Say: Press New table. Type a Name, for example "Vendor list", and a short description, then press Create. You can rename it at any time.
Hold until you see: An empty table opens.
Say: Press Add column and pick what kind of data it holds: Text, Number, Date, Dropdown (one choice from a fixed list), Checkbox (yes or no), Person (a workspace member) or Link (a web address). Type the Column name. For a dropdown, type the choices one per line.
Hold until you see: The table has the new column heading.
Say: Press Add row, then click a cell to fill it in.
Hold until you see: Your list, one item per row.
Say: Press Import CSV. Pick a .csv file or paste its contents; the first row must hold the column headings. Check which columns to import and what type each one is, then finish the import. One import takes up to 10,000 rows.
Hold until you see: "Import complete", and the rows are in the table.
Say: Type in the filter box above the table to show only matching rows. Export CSV downloads the rows you are looking at, to open in a spreadsheet.
Hold until you see: A CSV file in your downloads.
Say: Open the menu on a row and choose View history. It lists every change to that row, newest first. Delete row moves the row to the trash.
Hold until you see: A window titled "Row history".
Say: Deleted rows and tables stay in the trash for 30 days. Open Trash on the Records page to restore them.
Hold until you see: The row or table is back.
Say: That is keep structured lists in Records. The written steps are on this lesson's page in the ItzSEO course.
Hold until you see: End card with the lesson link.
Mark it complete to keep your place in the course.
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